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Hotkeys & Shortcut Microsoft Word

 

 

1. Manage Word Documents

Ctrl+n

Create new document

Ctrl+o

Open document

Ctrl+w

Close document

Ctrl+s

Save document

F12

Save document as

Ctrl+p

Print document/ print preview

Ctrl+F6

Switch between multiple Word documents

Alt, then f, r

Open Recent (file, recent)

 

2. Navigate within Documents

Arrow Left/Arrow Right

Jump one character to the left / to the right

Ctrl+Arrow Left/Ctrl+Arrow Right

Jump one word to the left / to the right

End/Home

Jump to the end of a line / beginning of a line

Arrow Down/Arrow Up

Jump one line down / one line down

Ctrl+Arrow Down/ Ctrl+Arrow Up

Jump one paragraph down / one paragraph up

Page Down/Page Up

Jump one screen down/ one screen up

Alt+Ctrl+Page Down/ Alt+Ctrl+Page Up

Jump to top / to bottom of visible window

Ctrl+End/Ctrl+Home

Jump to end / to beginning of document

F6

Cycle through Ribbon/open panes/Status Bar/document window

Ctrl+g or f5

Go to a page, bookmark, footnote, table, comment, graphic, or other location

Alt+Ctrl+z

Go back to previously edited location in document (up to 4 places)

Shift+F5

Go to a the last change or revision. Also works after opening document.

Ctrl+Shift+F5

Set, go to and edit bookmarks

Alt+Ctrl+Home

Set Browse Options. Press the arrow keys to select an option, and then press enter to browse through a document by using the selected option

Ctrl+Page Down/Ctrl+Page Up

Move to next / move to previous browser object as set in Browse Options

 

 

Dialog boxes

Tab

Cycle forward through all options and elements

Shift+Tab

Cycle backwards through all options and elements

Ctrl+Tab

Cycle forward through available pages

Ctrl+Shift+Tab

Cycle backwards through available pages

Alt+underlined letter

Selects the option indicated by the letter

 

3. Select Text

Shift+Arrow Right/ Shift+Arrow Left

Extend selection one character to the right / to the left

Ctrl+Shift+Arrow Right/ Ctrl+Shift+Arrow Left

Extend selection one word to the right / to the left

Shift+End/Shift+Home

Extend selection to the end / to beginning of a line

Shift+Arrow Down/ Shift+Arrow Up

Extend selection one line down / one line up

Shift+Page Down/ Shift+Page Up

Extend selection one screen down / one screen up

Ctrl+Shift+End/ Ctrl+Shift+Home

Extend selection to end / to beginning of document

Alt+Ctrl+Shift+Page Down/ Alt+Ctrl+Shift+Page Up

Extend selection to end / to beginning of visible window

Ctrl+a

Extend selection to entire document

Arrow Keys

Cancel selection and return to beginning / to end of selection

F8

Turn Extend Mode on: Extend selection without pressing shift

Arrow keys , Page up/Page down

Extend selection in Extended Mode:

F8

Extend selection further by word, paragraph, document in Extended Mode

Shift+F8

Reduce the size of a selection in Extended Mode

Ctrl+Shift+f8, and arrow keys

Select a vertical block of text in Extended Mode

Esc

Turn extend mode off

F8

Extend a selection to a specific location in a document

 

4. Undo, Copy and Paste

Ctrl+z

Undo the last action

Ctrl+y

Redo the last action

Ctrl+c

Copy selected text or object

Ctrl+x

Cut selected text or object

Ctrl+v

Paste selected text or object

Ctrl+Shift+c

Copy text format

Ctrl+Shift+v

Paste text format

Ctrl+Alt+v

Paste special

Ctrl+v, then Ctrl, then k

Paste and keep Source Formatting

Ctrl+v, then Ctrl, then t

Paste and keep Text only

Ctrl+F3

Cut to the Spike (separate clipboard)

Ctrl+Shift+F3

Paste from the Spike

F3

Paste AutoText ( after start typing)

Alt+Shift+r

Copy the header or footer from previous section of the document

 

5. Edit Documents

 

Insert Special Characters

Alt+Ctrl+c

Insert copyright symbol

Alt+Ctrl+r

Insert registered trademark symbol

Alt+Ctrl+t

Insert trademark symbol

Alt+Ctrl+. (Period)

Insert horizontal ellipsis (…)

Alt+Ctrl+-

Insert em dash

Alt+Ctrl+[+]

Insert en dash

Alt, then n,u

Insert Symbol (insert menu)

' or Ctrl+2x`

Insert single opening quotation mark

Ctrl+2x '

Insert single closing quotation mark

Type character code and press Alt+x

Insert Unicode character, e.g. 20ac

Select character and press alt+x

Transform character to Unicode

Alt+character code on numeric keyboard

Insert ANSI character

 

 

Insert Breaks

Enter

Insert paragraph break

Shift+Enter

Insert line break without breaking paragraph

Ctrl+Enter

Insert page break

Ctrl+Shift+Enter

Insert column break (break table)

Ctrl+Shift+Space

Insert nonbreaking space

Ctrl+Shift+- (Hyphen)

Insert nonbreaking hyphen

Ctrl+-

Insert optional hyphen

 

 

Insert Text Elements

Alt+Ctrl+f

Insert a footnote

Alt+Ctrl+d

Insert an endnote

Ctrl+k

Insert a hyperlink

Alt+Shift+i

Insert Citation Mark

Alt+Shift+x

Insert Index Mark

 

 

Move and Delete Text

F2, then move to position and press Enter

Move selected text to different position

Shift+F2, then move to position and press Enter

Copy selected text to different position

Delete/Backspace

Delete one character to the right / to the left (or delete selection)

Ctrl+Delete/Ctrl+Backspace

Delete one word to the right / to the left

Delete

Delete one character to the right or delete selection

Ctrl+Shift+</Ctrl+Shift+>

Decrease / Increase font size one value

 

6. Formats

 

Format Text

Ctrl+d or Ctrl+Shift+k

Open the Font dialog box

Ctrl+Shift+</Ctrl+Shift+>

Decrease / Increase font size one value

Ctrl+[/Ctrl+]

Decrease / Increase font size one point

Ctrl+b

Apply/remove bold

Ctrl+i

Apply/remove italic

Ctrl+u

Apply/remove underline

Ctrl+=

Apply/remove subscript

Ctrl+Shift+=

Apply/remove superscript

Ctrl+Shift+C

Copy formatting

Ctrl+Shift+V

Paste formatting

Ctrl+Shift+d

Apply/remove double-underline

Ctrl+Shift+w

Apply/remove words underline (only words, no spaces)

Ctrl+Shift+h

Apply/remove hidden formatting

Ctrl+Shift+a

Apply/remove all capitals

Ctrl+Shift+k

Apply/remove small capitals

Shift+F3

Change between all upper-, first letter upper- and all lower-case

Ctrl+d, then Alt+k and enter

Apply strike-through formatting (font dialog)

Ctrl+Shift+q

Change the selection to the Symbol font

Shift+F1

Reveal Formatting (show all formats of selection)

Ctrl+Alt+H

Apply/remove Highlight Text Feature

 

 

Format Paragraphs

Ctrl+r

Right-align paragraph

Ctrl+l

Left-align paragraph

Ctrl+e

Center-align paragraph

Ctrl+j

Justify-align paragraph

Ctrl+m/Ctrl+Shift+m

Indent paragraph from the left and increase / decrease indent

Ctrl+T

Increase hanging indent

Ctrl+Shift+T

Decrease hanging indent

Ctrl+1

Set line-spacing to single-space

Ctrl+2

Set line-spacing to double-space

Ctrl+5

Set line-spacing to 1.5

Ctrl+0 (zero)

Add or remove one line space preceding a paragraph

 

 

Styles

Alt+Ctrl+Shift+s

Open or close Styles task pane

Alt+Ctrl+1

Apply Heading 1 style

Alt+Ctrl+2

Apply Heading 2 style

Alt+Ctrl+3

Apply Heading 3 style

Alt+Shift+Arrow Right/ Alt+Shift+Arrow Left

Promote / demote Headings

Ctrl+Space

Remove all manual styles

Ctrl+Shift+n

Apply Normal style

Ctrl+Shift+s

Open Apply Styles task pane (will not close with pressing it a second time)

Alt+Ctrl+k

Start Auto Format

 

7. Search and Replace

Ctrl+h

Open traditional find and replace window

Ctrl+h, then Alt+d

Open traditional find window

Alt+Ctrl+y, or Shift+F4

Repeat last find after closing find window

Ctrl+Tab

Jump between find menu and document

Alt+Space, Arrow keys and Enter

Move find menu window

Esc

Close traditional search window if active

Ctrl+f

Open (new) search menu in navigation task pane

alt, then w,k

Open and close Navigation pane (View, Navigation)

 

8. Manage Word View

 

Switch Views

Alt+Ctrl+p

Switch to Print Layout view

Alt+Ctrl+o

Switch to Outline view

Alt+Ctrl+n

Switch to Draft view (used to be normal view)

Ctrl+scroll mouse

Zoom in and zoom out

alt then w, q

Open Zoom Menu (no native shortcut exists for zoom in/ zoom out)

Alt+Ctrl+s

Split the document window

 

Ribbons

Ctrl+F1

Show or hide the ribbon

f10 or alt

Select item in Ribbon

Esc

Leave Ribbon or Submenu

Arrow Left/Arrow Right

Move left or right between main Ribbon Menus if active

Arrow Keys

Move left/right/up/down between Ribbon Menus and Sub-Menus

space or enter

When in ribbon Open or activate selected item

 

Navigation Pane

Alt, then w,k

Open and close Navigation pane (View, Navigation)

F6/Shift+F6

With Navigation Pane open: Switch forward / backwards between (1) Navigation Pane, (2) Bottom Taskbar, (3) Ribbon, and (4) Document

Tab/Shift+Tab

In Navigation Pane: Move through Navigation Pane options

 

9. Tables

 

Navigate in Tables

Arrow Down/Arrow Up

Jump one row down / one row up

Tab/Shift+Tab

Jump to (and select) next / previous table cell

Alt+Home/Alt+End

Jump to first column/ jump to last column

Alt+Page Up/Alt+Page Down

Jump to first row / jump to last row

Ctrl+Arrow Left/Ctrl+Arrow Right

One cell to the left / to the right

 

Select Table Contents

Shift+End

Select current table cell

end, then shift+Home

Select content of current table cell

Press and hold shift and press arrow keys repeatedly

Extend selection to adjacent cells

Ctrl+Shift+f8, then press

Extend selection or block

Alt+5 on numeric keypad (with numLock off)

Select an entire table

 

Edit Tables

Alt+Shift+Arrow Up/Alt+Shift+Arrow Down

Move current row up or down

In first column, press shift+end

Select row*

In first row press alt+Shift+Page Down

Select column

Shift+Del

Delete rows* with rows selected

Shift+Del

Delete columns with columns selected

Alt, j, l, d, r

Delete row at cursor

Alt, j, l, d, c

Delete column at cursor

Alt, j, l, a

Insert row above cursor

Alt, j, l, e

Insert row below cursor

Alt, j, l, l

Insert column to the left of cursor

Alt, j, l, r

Insert column to the right of cursor

Ctrl+Tab

Insert tab character

tab in last table cell

Add row at the end

*Make sure selection extends past the last column which is number of columns +1. Word shows the selection extended next to the last column.

 

10. Outline View

Ctrl+Shift+o

Switch to Outline View

Tab/Shift+Tab

Promote / Demote a paragraph (or Alt+Shift+Arrow Left/Arrow Right)

Alt+Shift+Arrow Up/ Alt+Shift+Arrow Down

Move selected paragraphs up / down

Ctrl+Shift+n

Demote to body text (set style to normal)

Alt+Shift++ / Alt+Shift+-

Expand / Collapse text under a heading

Alt+Shift+a

Expand or collapse all text or headings

/ key on the numeric keypad

Hide or display character formatting

Alt+Shift+l

Show the first line of body text or all body text

Alt+Shift+1

Show all headings with the Heading 1 style

Alt+Shift+n

Show all headings up to Heading n

Ctrl+Tab

Insert a tab character

 

11. Review Documents

F7

Choose the Spelling command (Review tab).

Alt+Ctrl+m

Insert a comment

Ctrl+Shift+e

Turn change tracking on or off

Alt+Shift+c

Close the Reviewing Pane if it is open.

Ctrl+Shift+*

Display nonprinting characters.

Alt+F10

Display the Selection and Visibility task pane.

Ctrl+Shift+g

Open the Word Count dialog box.

 

12. Print Documents

Ctrl+p

Print a document (print preview)

Esc

Close print preview

Arrow keys, Page up /Page Down

Move around the preview pages (with focus on preview page*)

Ctrl+Home/Ctrl+End

Move to first page / last page (with focus on preview page)

*Except tabbing, there seems to be no shortcut to jump to preview page. Clicking on it with the mouse is an option

 

13. Fields

Alt+Shift+d

Insert current date (insert DATE field)

Alt+Shift+p

Insert page number (insert PAGE field)

Alt+Shift+t

Insert time (insert TIME field)

Alt+Ctrl+l

Insert LISTNUM field

Ctrl+F9

Insert an empty field

Ctrl+Shift+l

Insert a LISTNUM field

Shift+F9

Show or hide field code/result of selected field

Alt+F9

Show or hide field codes/results of all fields in document

F9

Update selected fields*

Alt+Shift+F9

Run GOTOBUTTON or MACROBUTTON from the field that displays the field results

F11/Shift+F11

Go to the next field/ previous field

Ctrl+Shift+F7

Update linked information in a Microsoft Word source document

Ctrl+Shift+F9

Unlink a field

Ctrl+F11/Ctrl+Shift+F11

Lock a field / Unlock a field

*to update all fields, select the complete document with ctrl+a, then update fields by pressing f9)

 

14. Mail Merge

Alt+Shift+k

Preview a mail merge

Alt+Shift+n

Merge a document

Alt+Shift+m

Print the merged document

Alt+Shift+e

Edit a mail-merge data document

Alt+Shift+f

Insert a merge field

Alt+Shift+k

Preview a mail merge

Alt+Shift+n

Merge a document

Alt+Shift+m

Print the merged document

Alt+Shift+e

Edit a mail-merge data document

Alt+Shift+f

Insert a merge field

 

15. The Rest

F1

Get Help or visit Microsoft Office.com

Alt+Space

Open the window menu

Alt+F4

Exit Word

Shift+F10

Display a shortcut menu (Simulate right mouse button)

Alt+F3

Create new Building block with selected texts

 

 

 

 


 

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